Administrative Assistance Administrator

Freightserve recruitment are looking for a Administration Assistant for a major Freight Forwarder based in the Heathrow area.

Role:-

• Maintain 100% compliance with all aviation, safety, data, and industry regulations across the expanded site

• Manage all site administration, security pass control, records, training, and meeting services for 200+ staff

• Work alongside the existing Administrator to share the significantly increased workload

• Shadow and learn all site-specific processes, systems, and compliance requirements to ensure full continuity

• Ensure no gaps, delays, or breaches in compliance, security, or site operations at any time

Duties:-

REGULATORY & COMPLIANCE MANAGEMENT

• Ensure full adherence to Civil Aviation Authority (CAA) / Aviation Security (AVSEC) rules, including audits, checks, and reporting

• Manage Dangerous Goods records, checks, file updates, and audit trails

• Administer DBS vetting: new applications, renewals, checks, and record tracking

• Maintain GDP (Good Distribution Practice) documentation, processes, and compliance evidence

• Uphold GDPR & data protection: secure storage, accuracy, confidentiality, and retention of all personnel and operational records

• Coordinate, schedule, and maintain records for AVSEC & mandatory site training

• Keep all compliance registers fully up-to-date, audit-ready, and accessible at all times

PERSONNEL, FILES & SECURITY

• Maintain all personal staff files & training records – creation, updates, archiving, audits

• Control security passes: issue new passes, conduct checks, manage renewals/changes/revocations, and maintain access registers

• Verify staff eligibility, site access rights, and vetting status at all times

• Update central systems and ensure no expired or invalid access is in place

SITE OPERATIONS & MEETING COORDINATION

• Manage meeting room bookings for UK & Europe-wide teams

• Arrange full room set-up: layout, AV equipment, seating, and facilities

• Coordinate and order catering/food & refreshments for internal and external meetings/visitors

• Support daily site running, visitor management, and ad-hoc administrative tasks

• Assist with reporting, record retrieval, and site-wide operational support

As an agency we are fast becoming the number one Freight specialist in the UK. We have a fast growing reputation with most Freight related companies. Freightserve has been established since 1992 working within the Freight Forwarding and Shipping industry.